Procurement and Contracts Manager

JOB SUMMARY The Procurement and Contracts Manager plans, organizes, coordinates, and manages the operations and activities of all campus-wide professional services to include centralized purchasing and contract administration; ensures that procurement and contracting duties are performed in an efficient, effective and timely manner and adheres to federal, state, and local procurement laws, policies and procedures. This position participates in the development of policies and strategies for operations; manages the effective use of resources to improve organizational productivity and customer service; performs diverse, specialized, and complex work involving significant accountability and decision-making responsibilities which may include but not limited to budget administration, project evaluation, recommendations and implementation of policies, procedures, goals, objectives, priorities, and standards; and performs related work as assigned. This position works closely with and reports to the Controller. ESSENTIAL JOB FUNCTIONS: * Plans, manages, organizes, coordinates, and oversees the daily functions, operations, and activities of all campus-wide professional services to include centralized purchasing and contract administration, ensuring comprehensive procurement and contracts compliance. * Participates in the development and implementation of goals, objectives, policies, and priorities for the department; continuously monitors the efficiency and effectiveness of assigned projects, service delivery methods, and procedures; assesses and monitors workload, administrative, support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement; ensures compliance with budgeted funding. * Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award(s), ensuring that awards are in compliance with the code and policy; negotiates contracts; administers contracts to ensure compliance with required specifications and service quality. * Provides oversight for all procurement for inventory and non-inventory items; assists staff in preparing RFP's and bids; develops the scope and specifications; reviews and approves all nonconstruction bids prior to public release; participates in scoring and vendor interviews. * Initiates the bidding process for all contracts over specified amounts including professional services, contract services, large equipment purchases and executes such contracts; oversees the PCard program by reviewing and validating P-Card transactions. * Prepares and presents reports and other necessary correspondence related to assigned activities and services. * Serves as a liaison for assigned functions with other departments, divisions, and outside agencies. * Attends and participates in professional development training sessions, conferences, seminars, meetings, etc., to enhance job knowledge and skills, and to stay abreast of new trends and innovations in purchasing and contracts management. * Monitors changes in regulations and technology that may affect operations; stays abreast of any changes in federal, state and local requirements and implements policy and procedural changes after approval. * Verifies that the contractor, consultant, subcontractor and/or vendor complies with all of the terms and conditions of the agreement/contract to ensure that all parties have properly fulfilled their obligations and no responsibilities remain unperformed. * Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; identifies and reports findings and takes necessary corrective action. * Directs the establishment and maintenance of working and official electronic files; ensures that the procurement files contain the necessary information to withstand audit and compliance reviews. * Performs other related duties as assigned. MINIMUM REQUIREMENTS TO PERFORM WORK: * Bachelor's degree in business administration, supply and contracts management, purchasing, materials management, finance or closely related field. * Five (5) years of progressively responsible professional purchasing and contract management experience; three (3) years of which should be in a purchasing program management capacity, overseeing procurement operations is desired. * One (1) year of supervisory experience. * Must have knowledge of Microsoft Office Suite, utilizing Outlook, Word, Excel and Microsoft Teams, or related software necessary to create and maintain reports and logs. * Preference may be given to applicants who possess CPPO or CPPB certifications. KNOWLEDGE, SKILLS AND ABILITIES: * Knowledge of applicable federal, state and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility. * Knowledge of principles and practices of contract negotiation, procurement management and administration, and inventory management and control. * Knowledge of administrative principles and practices, including goal setting, development, implementation, evaluation and project management. * Knowledge of leadership and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly. * Knowledge of techniques for effectively representing the College in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. * Knowledge of methods and techniques of preparing technical and administrative reports, and general business correspondence. * Knowledge of modern equipment and communication tools used for business functions, projects, and task coordination including computers and software programs relevant to work performed. * Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and staff. * Knowledge of various contract types to include fixed price, time and materials, cost reimbursement, etc. * Ability to organize, plan, oversee, manage and prioritize work. * Ability to keep accurate written records and prepare reports. * Ability to communicate effectively both orally and in writing to subordinates and management. * Ability to lead by example, solve problems, take initiative to provide services, and develop strong customer relationships. * Ability to prioritize and make the optimal use of personnel, materials and equipment. * Ability to develop procedures and define actions for specific situations. * Ability to effectively negotiate contracts, agreements, and/or pricing for services, supplies and equipment. PHYSICAL DEMANDS: Requires sedentary work that involves walking, standing, lifting, carrying, pushing and pulling some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: balancing, hearing, mental acuity, speaking, standing, talking, visual acuity, and walking. WORKING CONDITIONS: Work environment risks exposure to no known environmental hazards. EOE M/F/D/V

Created: 2024-10-22